How to use the DET(Data Entry Tool)

Core data Set J

Content of Presentation

Business Definitions

Introduction to DET

Data Entry on DET

Searching on DET

Reporting on DET

Agency Administrators’ role

Extracting data & uploading via DAMS

What is the Data Entry Tool?

The Data Entry Tool (DET) allows drug and alcohol treatment providers to capture essential client and treatment information and then to extract this information in a file that can be submitted to NDTMS via DAMS

Please use this guide with the NDTMS Data Entry Tool Agency User Guide:

http://www.nta.nhs.uk/uploads/ndtms-dataentrytool-agencyguidev2.06.doc

Getting started

There are six data entities that need to be completed:

Client Information

Episode

Time in Treatment

Intervention

Sub-Intervention

TOP (Treatment Outcome Profile)

The basics of the DET

Data filter options

Navigation options Agency

details

Blue Title bars hold the links which take you into a

client record/episode/ modality/TOP

creation

Create a client

Click here to create a new client

Client information

The client ref is created by the

agency

Save the page after completion

The notes do not get sent to NDTMS

Data save error

A red cross will appear to show that the save

was unsuccessful

An error message will appear in the validation output

section

Data save success

A green tick will appear to show

that the save was successful

Creating an episode record

Click ‘back to the episode list’

in navigation menu to see all client’s records

Creating an episode record

Click ‘create’ to create a client

episode

Creating an episode record

Remember to press save

Scroll down to see two pages

for adults

Create a modality record

In order to create or edit a modality record, the client

record must be open – which means no discharge date or

discharge reason

Press create on the modality tab

Create a modality record

Click save when you

have completed the

modality section

Editing a modality record

To edit a modality (e.g. to close the client’s modality)

click edit

Creating Time in Treatment Record

Press create on the Time in Treatment tab, each time the threshold changes

Entering the Time in Treatment Record

Choose a Time threshold from

the list

Enter the date this time has

been assessed

Press Save record

Creating a Sub-Intervention

Press create on the Sub Interventions

tab, every 6 months and at discharge

Entering a Sub-Intervention

Enter the date (after every 6 months in structured treatment and at discharge)

Tick Yes/No for all then press save

Creating a TOP record

Click on the TOP List tab,

on the Episode Information

page, then click ‘Create’

Creating a TOP record

Click ‘save’ when you have completed all

the fields (sections 1 – 4)

Complete every field in Section 1 & 2

then 3 & 4

TOP report

To help providers get a better understanding of their TOP performance, TOP reports have been added to the DET. The reports are:Missing treatment start TOPTreatment start TOP outside protocolTreatment start TOP with inconsistent drug valuesTreatment start TOP with inconsistent TOP values (2)Treatment start TOP with inconsistent injecting statusMissing Review TOP Discharge clients with missing Treatment Exit TOPTreatment Exit TOP outside ProtocolTOP – Treatment Progress Tracker

TOP Reporting

http://www.nta.nhs.uk/uploads/top_technical_notes_det_1109.pdf

Enter dates in past – current

date then press Generate

Report

Once you’re on Report page, choose other reports with

this drop down menu

TOP Flags

This box flags up errors asking

whether TOPS aren’t needed or need to be

followed up

Administrator options on the DET

If you have administration rights on the DET, you can;

Delete a record or a client (by selecting ‘delete client / record’ on the client pages)

Add a new user to the DET

Create a key worker

Reset a user's password

Create a new user

After clicking the administration and user maintenance link, click

‘create new user’

Complete the new user fields

The DET will generate a password. Give the

username and log in details to the new DET

user.

Create a keyworker

Repeat the previous action. If the key

worker does not have access to the DET,

check the box ‘User is a key worker’ and do

not check the box ‘Allow log on access

for key worker’

The key worker will now show up in the

key worker list on the episode field and will

appear on the key worker report

The key worker will not be given a username or

password

Reset a user’s password

In the administration section, click user

maintenance, select the user in the table and

reset the user’s password

Create an NDTMS extract

On the client list page, click ‘NDTMS extract’

Create an NDTMS extract

Press Produce Extract File

With the latest dataset

Click the option for creating a Full Extract

Create an NDTMS extract

Click here to produce the extract

Click here to save to your PC

This extract can now be uploaded to the

DAMS

DAMS

Click here to upload extract

Click here to see all extracts that have been uploaded

per month

Then Press GO

Uploading an extract

Search for the extracted file

Then Press Upload File

Loading Files - Data Quality

When a provider submits a file, a validation is performed, the file must score 100% for both data load and data quality (DQ%) before it can be submitted

Resolving Data Quality Validations

Detailed Mismatches

All missing records highlighted in this table must be resolved before the file can be successfully loaded. To view the options available in each case, hit ‘Resolve’.

Detailed Mismatch Resolution

Mismatch Options

INCLUDE RECORD

If this option is selected, then the missing record is included for the current submission and no future prompts are presented to the user in subsequent submissions. Even though future notifications are suppressed, if the same record is not present in the file during subsequent submissions, the record will still be included for reporting purposes.

EXCLUDE RECORD

If this option is selected, then the record is excluded for the current submission only. The agency user will be reminded AGAIN if the record is missing during subsequent submissions.

DELETE RECORD

If this option is selected, then the missing record, which is present in the NDTMS database, will be deleted (therefore matching what is present in the file being uploaded). The user may need to ensure that the record has been deleted from their clinical case management system before committing to this action.

REPLACE RECORD

This option will only be available for selection if there is a record present in the file being submitted, which is vastly similar to the missing record.